Unifyed Student – Admit | Release 9.5

Mar 28 2019

Chicago, IL – Mar 28, 2019: Unifyed Release Notes for Unifyed Student – Admit, an admissions & recruitment CRM for Higher Education. This release provides information on the new features, enhancements and bug fixes in each release.

Enhancements

Payment Integration Enhancements

Application fee payment integration has been enhanced to provide receipts to Applicants, either via Email and/or as a file download, from the Self-Service forms after payment has been made. Two toggle switches have been added to the Admit administrative form for the application fee setup which defines, if and how an Applicant will be allowed to receive their payment receipt.

  • The toggle allows receipt to be downloaded when payment is successful when turned on.
  • The toggle allows receipt to be Emailed to the Applicant when payment is successful when turned on. By default, Email will be sent only to Applicants who have Opt’d into all Email communication.
  • Override Email Opt-Out toggle, when enabled, instructs the system to Email payment receipt to Applicants regardless of their Email Opt-out setting.

An Admission Counselor can alter the application fee amount for any individual Applicant when the record is open for edit, provided the fee status is outstanding (has not been paid or waived).

Any changes made by a Counselor from the administrative form will be reflected on the Self-Service form as well.

Application fee payment fields have been added to Customize Columns for inclusion on the Application List page. Application fields available are: Payment Transaction Id, Payment Date, Payment Amount, and Payment Status.

Graphics Update on Location Widgets

The “Prospects by Location” and “Applications by Location” widgets have been improved such that all states can be viewed by using the arrow icons to scroll along the X-axis. The arrow keys give the user the ability to move forwards and backwards within the data on the widget.

  1. Icon   expands and collapses the width of the widget. The expanded view doubles the width of the widget on the screen, but still may not yield all the data along the X-axis.
  2. Next (right arrow, ->) and Previous (left arrow, <-) arrow icons force the widget to display the next, or previous group of data, with relation to what is currently on the screen.  Arrow icons are available on both the expanded and collapsed widget when more data is available then what can be viewed on the current widget width.
  3. All states are represented within the bar graph widget and are accessible for review.

Source Option for Recruiter & Counselor Assignment

The Prospect and Applicant Source field, which is the response to the “Source/Where did you hear about us” question, can now be used for Recruiter or Counselor assignment rules. “Sources” has been added to the Recruiter and Counselor Assignment criteria list for establishing rules of assigning Prospects to Recruiters and Applicants to Counselors based on how the Prospect or Applicant heard about the institution. Defining the assignment rule based on Source behaves in the same manner as existing criteria such as Major, Cohorts, Sports, etc. Once the user selects Source from the criteria list, the appropriate source values are selected and associated with the Recruiter or Counselor to whom the rule applies. The “Sources” criteria can then be moved up or down within the list to set the correct Priority for evaluation.

Round Robin Option for Recruiter and Counselor Assignment

A “Round Robin” approach can be applied to the Recruiter and Counselor Assignment rules so that the workload can be equally distributed. The “Round Robin” approach is the first of the default methods used when a Prospect or Applicant has not been assigned by any of the other criteria set in the priority list. When “Round Robin” is to be utilized, the participating Recruiters or Counselors are identified by selecting them from the list of all available Recruiters or Counselors. The system will keep track of incoming Prospects or Applicants, assigning them one-at-a-time to each Recruiter or Counselor in the list in a circular fashion.

The existing Re-Assign option is used for the Recruiter or Counselor Assignment rules when the criteria has been modified, or the available Recruiters or Counselors have been changed, such that the institution wishes to re-evaluate the assignment of every Prospect or Applicant. With the introduction of the “Round Robin” assignment approach, the Re-Assign option has a new toggle to indicate if Prospects or Applicants who were previously assigned to a Recruiter or Counselor via a “Round Robin” manner should be excluded from the re-assignment pool.

  • When the toggle is on, the Prospects or Applicants previously assigned to a Recruiter or Counselor via the “Round Robin” approach WILL be re-assigned a Recruiter or Counselor based on the current assignment rules. Should they fall into the “Round Robin” method again, they will be assigned to the next available Recruiter or Counselor, which may or may not be the previous Recruiter or Counselor.
  • When the toggle is off, the Prospects or Applicants previously assigned to a Recruiter or Counselor via the “Round Robin” approach will NOT be re-assigned a Recruiter or Counselor, they will maintain their current assignment.

Term Curriculum Rules OFF

Prior to this release, when curriculum rules were turned off for a Term, the Award Validation table impacted the entry of the Major, Minor, Concentration and Certification fields, by requiring or preventing values in these fields based on the Award selected for either a Prospect or an Applicant. This effect was partially imposing curriculum rules, when ideally without curriculum rules in place, a Prospect or Applicant should be able to make selections freely for any of these fields.

This release modifies the behaviour on the Self-Service and the administrative Prospect and Applicant forms when curriculum rules are turned off for the Term, so that the Major, Minor, Concentration and Certification fields will be controlled by Field Management settings only regarding their mandatory, optional or visible status. The selected Award will have no impact on these fields. The available values for selection in these fields will continue to come from the associated Validation table for the applicable Calendar Type.

Note: this is an initial step for future improvements for enforcing curriculum rules and Academic Programs offered by institutions.

Email Address Confirmation

An Email address confirmation step can be added to Self-Service and/or the Inquiry form which will require the first-time user to re-enter their Email address so that a comparative validation can be done. If the two entries match, then the user continues, if the entries do not match then the user is presented with an error message and is allowed to try again. Users with accounts will navigate directly to Self-Service after initially entering their Email address and will not be required to enter their Email address a second time. Email confirmation is turned on/off by Settings > Institutional Defaults > Email Validation.

Self-Service Email confirmation:

Historical Academic Data on Prospect Form

Previous release 9.4 included a change such that an affirmative response to the “Have you ever attended another college?” question on Self-Service would mandate the entry of a college type, prior academic history entry. And failure to enter the prior college information would clear the affirmative response to the question. This release incorporates that same logic on all forms: Prospect and Applicant Self-Service or administrative forms. The behaviour will be consistent, no matter where it occurs.

The Manage Fields functionality now includes the “Academic” group of fields for the Prospect Self-Service forms. This enables the institute to configure Self-Service to include questions such as “Please indicate if you have a high school diploma” and “Have you ever attended another college?” for the Prospect visitor.

Note: “This is my mailing Address also” has been re-worded to “This is also my mailing Address”.

Fields Name Improvement:

Several updates have been made to existing fields to improve general use and the user experience.

  1. “Enrollment Type” replaces “Enrollment At”
  2. “Returning Student” option replaces “Return to Westcliff”
  3. “Previous Program” replaces “Previous Westcliff program”

Application Type:

Application Types with a response of F1 or F1+Transfer will expose the “Do you have a spouse or child that will be applying as an F2 dependent?” question on Self-Service.

F2 dependent fields for data entry are exposed upon an affirmative response to the question above.

Additional F2 dependent entries can be added as necessary.

Add Foreign Address pop up box title correction; “Add Foreign Address” replaces “Add Foreign Name” on Self-Service and administrative pages.

Professional Experience:

Previous employment fields are exposed immediately upon answering in the affirmative to “Do you have previous employment experience”; user no longer needs to click “+Add More” to expose the fields. Change made to Self-Service and administrative pages.

Additional employment experiences can be entered by clicking “+Add More”, after the first entry is made.

High School Diploma:

  • “Have you earned a High School diploma” has been added to the Prospect form.
  • “Have you earned a High School diploma” replaces “Please indicate whether you have earned a high school diploma, passed the GED test, or completed homeschooling at the secondary level” on the Applicant form.
  • Responding in the affirmative will expose the options of high school diploma types.
  • After indicating a Diploma Type completed, the Historical Academic Data form will automatically pop up so that a High School entry can be entered and saved.
  • Cancelling out of the Historical Academic Data form, without saving an entry, will clear the affirmative response to the initial high school diploma question.
  • These changes are on the Self-Service and administrative forms.

Authorization to Release Information:

  • Additional verbiage related to the Authorization to Release Information by the Applicant has been added to Self-Service and administrative forms.
  • Items available for the release can be identified.

Historical Academic Data:

  • Degree Type Earned has been moved below the institution identification, when it is exposed for a college type entry. Visually, there is less disruption on the top of the form when the institution type is selected.

Mandatory Field Check on Save

Prior to this release, saving a new Prospect/Applicant record or saving edits on an existing Prospect/Applicant record was not possible if mandatory fields had not been filled in because the Save button was not enabled until all required data was provided. This enhancement enables the Save button at all times and provides feedback to the user about any and all required, missing data fields which prevents a successful save of the record. Fields without values will display a message, written in red, stating that a value is required. Additionally, the focus is set on the first missing data element so the user can begin to provide necessary data. This enhancement has been added to the Prospect and Applicant Self-Service and administrative forms.

New Field – Agreement Sign Date

Currently, Applicant records created by the import process do not have an agreement sign date until the record is edited and saved. This enhancement sets the agreement sign date to be the date the Applicant record was created by the import process.

Submit Button for Applicant Records

When an Applicant creates an application on Self-Service, but does not submit that application, the record has a status of “Incomplete Application” when viewed in administrative. Prior to this release, if a Counselor were to save that record, the application would automatically become submitted and move to a status of “Checklist Incomplete” or “Pending”. A correction has been made to prevent that premature submittal of the application. Now when a Counselor edits an incomplete application they will have the option to simply save changes without submitting, or save changes and submit the application. These options are implemented with two buttons on the Applicant form, when the status of the record being edited is currently “Incomplete Application”.

  • Save button– Allows a user to make changes on the record and SAVE it. Application status will remain Incomplete Application; the application will not be submitted.
  • Submit button Saves any changes and submits the application to the institution on behalf of the Applicant. After clicking the Submit button, the user must confirm the action, and has the option to cancel.

Defaults Value Values in Nation Dropdowns

Any location default setting for Nation, whether at the user, Calendar Type or institutional level, will appear as the first nation in the dropdown lists for Nation fields, to facilitate data entry. This applies to all Nation fields on any page of Unifyed Admit. The remaining nations will be listed in alphabetical order. Any nation default setting, whether at the institution, Calendar Type or user level, will continue to pre-fill the nation field in the usual manner.

Role Management – Removing Existing Roles

When an employee with a Recruiter or Admission Counselor role, needs to be modified to remove either of those roles, the removal process has been improved to ensure that active Prospects and Applicants continue to have an active Recruiter or Counselor, with to the same Calendar Type, assigned to them. A new process allows a user to update the Recruiter and Counselor Assignment rules by providing an alternate Recruiter or Counselor on the rules currently associated to the employee. The process also allows for the reassigning of Prospects and Applicants currently assigned to the employee based on the updated rules.

Roles must be removed from an employee one at a time. As a role is removed, the system will report the number of Prospects or Applicants currently assigned to the employee, in their role as either a Recruiter or Counselor.

Modify Assignment:

  • A list of all rules currently associated to the role being removed for the Employee will be available so that an alternate Employee can be provided for each.
  • The “Assign Employee” column for each rule will have a drop down list of valid, potential, alternate Employees so that a substitution can be made.  Valid options will be active Employees associated to the respective Calendar Type and role for the rule being updated.
  • Round Robin rules can be updated in one of two ways:
    • An alternate Employee can be selected to participate in the Round Robin group (one who is not already associated to the Round Robin rule).
    • The Employee can be removed from the Round Robin group, which will disperse the Employee’s work load among the remaining Employees in the group.
  • The “Finish Assignment” button can be clicked when all rules have been updated.  If rules are left unassigned, an error message will read, “To Finish Assignment complete all assignments.” Only when all the rules have been assigned to other employees will Finish Assignment save changes.

Run Re-assignment:

  • This will re-run the assignment rules for all the Prospects or Applicants affected by the Employee update. Once successfully complete the role will be removed from the Employee.

Defining Rules for Duplicate Records

Identifying and preventing duplicate Entity records in Unifyed Admit is improved by monitoring all entry points for new Prospect and Applicant records and update points on existing Prospect and Applicant records, with new “Duplicity” checks. Whether Prospect or Applicant records are added or updated by Self-Service, the administrative forms or from a file import, new, configurable rules will be applied that will identify duplicates or potential matches to existing records in the system. A new tool will allow the user to resolve duplicity issues.

Duplicity checks are implemented by rules, that compare specified Entity data from a new/updated record to all existing data. Each field, included in the rule, is given a weight; when a value on the new/updated record matches to value on an existing record, the weight is added to yield a cumulative total for the rule. Multiple duplicity rules can exist; the highest cumulative total from any rule is then used to compare to cutoff totals for determining “Duplicates” or “Potential matches”. A new/updated record is declared a duplicate when the highest total weight of any rule is greater than or equal to the Duplicate cutoff weight. A new/updated record is declared a potential match when the highest total weight of any rule is greater than or equal to the Partial Match cutoff weight, but less than the Duplicate cutoff weight.

As an example, say the Duplicate cutoff is 100, and the Potential match cutoff is 60 and there are two rules:

  • The first rule is for the license number and weights 100.
  • The second rule has two components: First name with a weight of 20 and Last name with a weight of 40.

Assume three existing Prospect records:

  • Charles Brown, license number 11111.
  • Lucy Brown, license number 22222.
  • Lucy White, license number 33333.

If a new Prospect record for Lucy Brown were added, with license number 33333, the system would derive the following conclusions for the Prospect records in the system:

  • Charles Brown – 0 weight on the license rule. 40 total weight on the name rule.  Thus 40 is the greatest total weight.  Since 40 is below both cutoffs, the record is not considered a match of any kind.
  • Lucy Brown – 0 weight on the license rule.  60 total weight on the name rule. Thus 60 is the greatest total weight.  Since 60 is greater than or equal to the potential match cutoff, but less than the duplicate cutoff, determine that this record is a potential match.
  • Lucy White – 100 weight on the license rule. Since 100 is greater than or equal to duplicate cutoff, declare the record a duplicate.  Name rule would not be evaluated because duplicate already determined.

The new Prospect record for Lucy Brown would be flagged as a Duplicate, with the association to Lucy White.

Duplicity Rules:

Duplicity rules are managed by navigating down Settings > Institutional Defaults > Duplicity Check.

  • Duplicity checks can be enabled or disabled for File Imports, Administrative forms or Self-Service.
  • Duplicate Match weight cutoff is configurable for the Institution.
  • Potential Match weight cutoff is configurable for the Institution.
  • Rules can be added, modified, deleted.  Any number of rules can be added.
  • Each rule can consist of any number of parameters (fields) and their associated weights, that will be used for data comparison.
  • String comparison will be case insensitive during rule evaluation.
  • The rules can be prioritized by dragging them up or down within the list.  When the rules are being evaluated, a score which is high enough to declare the new record a duplicate will stop the evaluation of remaining rules in the list.
  • Calendar Type-specific rules can be entered to override institutional rules.
    • Calendar Type-specific rules will be used when a new record is for the given Calendar Type.  However, the new record will still be compared to all existing Entity records in the system, not just those associated with the given Calendar Type.
  • The duplicity check will occur asynchronously, meaning it will happen “behind the scenes”, to avoid potential performance issues.  The notification system will be used to notify the user about duplicates or potential matches when a user has closed the form for the Prospect or Applicant.  Should the checks successfully run to completion and the form is still open, then the user will be notified immediately if there is a duplicate or potential match.

Duplicity Status on Prospect and Applicant Header:

The duplicity rules are evaluated when a Prospect or Applicant record is added as new or is saved after an update. If the record is determined to be a duplicate or a potential match, then the header bar will contain a new tag indicating that status when the record is opened for view or edit.

Resolve Duplicity Issue:

The list of duplicate or potential match Entity records can be managed by navigating down Settings > Potential Matches

  • Each Entity record is labelled as Duplicate or Potential Match.
  • Data in any of the columns can be sorted by clicking on the label in the title bar.
  • Click on a row from the list to resolve the duplicate/potential match status.
  • The column labelled “System Record” contains the Entity data that was already stored in the system when the new/updated Prospect or Applicant record was saved.
  • The column labelled “New Record” contains the Entity data from the new/updated Prospect or Applicant record which was saved and caused the duplicity situation.
  • The user can identify the data to retain by clicking on the radio buttons of the desired values.
    • The “System Record” and “New Record” radio buttons in the title bar, will select all the fields in their respective column.
  • Clicking the Merge button will cause the two Entity records to become one, with the values indicated.
  • Clicking the “Mark Unlinked” button will acknowledge that the Entity records are two independent people and will remove the duplicate or potential match status. This action is known as “White Listed”, and once taken, the two Entities will never be considered a duplicate or potential match again to each other.

Data Import Duplicity:

The existing import process for Application data will operate with the new duplicity rules. The duplicate and potential match resolution between incoming Application records from a data file and existing system records are still managed in a similar fashion as previously released. However, additional options are now available for actions to be taken. Managing duplicates and potential matches after Application file imports is still via navigating down Settings > Data Upload and then clicking on the number in the “Potential Matches” column.

  • Duplicate records can be resolved by:
    • Updating the Entity record and creating a new application.
    • Creating a new application only; no updates made to the Entity record.
    • Discarding the record from the imported file.
  • Potential match records can be resolved by:
    • Creating a new Entity record, independent of the Entity record found as the potential match and creating a new application.
    • Updating the Entity record and creating a new application.
    • Creating a new application only; no updates made to the Entity record.
    • Discarding the record from the imported file.
  • Merge capability will function as previously released; the existing system Applicant record can be updated with the combination of values indicated by the radio buttons, from the matching records in the incoming data file.

Accessibility Compliance

Along with the platform, this release is compliant to WCAG conformance levels A & AA.

Supported Browsers & Devices

This release is supported on the following browsers and devices:.

Supported Devices
DeviceOperating System
iPad RetinaiOS 10.3.3
iPhone 6iOS 12.1.2
Nexus 5xAndroid 8.1.0
iPhone XiOS 12.1.2
One Plus 6Android 9
Samsung GalaxyAndroid 9
iPhone Xs MaxiOS 12.1.2
iPhone 11 ProiOS 13.1.1
Supported Browsers
DeviceOperating System
Chromeversion 68-71
Safariversion 12
Firefoxversion 55-64
Internet Explorerversion – latest

About Unifyed

Unifyed™ is the only microservices-based, cloud-native student information system provider and serves over 850 colleges and universities in seven countries. Unifyed is a beautiful and easy-to-use solution designed with an AI-first approach to increasing student engagement and international enrollment. Developed in partnership with the higher education community, our solution is both affordable and flexible to meet the needs of traditional and non-traditional institutions alike.